How Do You Introduce Yourself in a Professional Email?

by Pranav Ramesh
March 22, 2021
How to Introduce Yourself in an Email Professionally

How you introduce yourself in a professional email is extremely important. It gives the recipient an idea of who you are, what you want, and how professional you come across. Since most people skim through the email rather than read it (at least at first), it is critical that you convey your professionalism clearly and concisely.

Use these tips, tricks, and examples to ensure your next email introduction is not only opened and read but also makes a mark on the reader.

Topics Covered:

  • Write a short, descriptive subject line
  • Specify a person
  • Lean on your personal network
  • Stay clear and concise
  • Never make demands
  • Start with a professional greeting
  • Introduce yourself
  • Explain your reason for reaching out
  • Close professionally

Tips & Tricks to Introduce Yourself in a Professional Email

Write a short, descriptive subject line

If the receiver does not know what the email is about, there is a good chance they will never open it. Keep your subject line short enough that most of it show in their preview panel (30 characters is a good general rule). Make sure your introductory email subject line clearly tells the viewer the purpose of the email. If you have a specific ask or offer for them, hint at it here. If not, something as simple as ‘Introduction- Jane Doe’ is sufficient.

Specify a person

Sending and addressing your professional introductory email to a specific person is always preferred over a general message. Rather than addressing the email to a department, try to find a certain person you can message directly and address by name. Whenever possible, lean on your professional network to figure out who best to contact or to do a professional introduction for you.

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Lean on your personal network

If you can get someone in your network to do the introduction, that is ideal. When that is not possible, though, don’t hesitate to name-drop. Mentioning someone you both have in common creates a sense of familiarity and gives your email recipient someone they can ask if they have questions. Be sure to mention that person’s name early on in your email, preferably in the first paragraph, making them more likely to see it and continue reading.

Stay clear and concise

Remember that most recipients are only going to skim through your professional introduction email. Make it easy to do so by only including 2-3 paragraphs with only 2-4 sentences in each. Your message should clearly and concisely tell them who you are, your purpose for emailing them, and what it is that you are looking for from them. That’s it.

Never make demands

Your introduction email usually is not the best time to ask for things, but sometimes there is no way around it. If you do require something from the recipient, be sure to suggest or make a polite request rather than stating a demand.

What to Include in a Professional Introductory Email

Start with a professional greeting

If you are writing to someone because of a mutual acquaintance, and the context is more casual, feel free to use first names. Usually, though, a more formal approach is best when you introduce yourself in an email for the first time. Find what title or pronoun the person uses to refer to themselves (Mr., Ms., Dr., etc.) and address them that same way.

Introduce yourself

The first paragraph should be 1-3 lines used to introduce yourself. State your name, title, or position, name the person who referred you, etc. The goal here is only to let the recipient know who you are.

Explain your reason for reaching out.

The second paragraph should be 2